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Administration & Finance Human Resources
Hiring Manager: Hiring a Replacement
Table of Contents
Introduction ................................................................................................................................ 2
Process ...................................................................................................................................... 2
Terms ........................................................................................................................................ 2
Accessing Cal Poly Jobs (PageUp) .................................................................................................. 3
Replacing a Position ..................................................................................................................... 4
Position Description: Position Information ....................................................................................... 5
Job Duties – Outlines Specific Job Tasks for a Position ................................................................... 11
Posting Details: Build your Position Advertisement ......................................................................... 12
Users and Approvals .................................................................................................................. 13
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Introduction
As we move forward with the PageUp implementation, we will create and manage Position Descriptions in
this tool. For Position Descriptions that were originally created as Word documents will be recreated in
PageUp (with edits) to be used going forward. Eventually, all Position Descriptions will be managed in
PageUp. This will allow you to be able to manage the entire recruitment process from one place.
Process
Terms Advertising Text: Short description that is shown on the Jobs Listing page
Hiring Administrator: The individual with authority to hire the position
Internal Team: Department-level security protocols
Job Code/Employee Classification: Information related to the classification assigned to the Position
Description
PageUp: Robust Applicant Tracking System that houses all the data and workflows related to a
recruitment, including the Position Description, Requisition, Approvals, Applicants and Application
Materials, Offer Letters, and Onboarding Documents
Position Description: The form (previously a Word document known as the HR 120) used to capture
the details of a particular positon
Position Number: Information pulled from the PeopleSoft position data through integration
Salary Range/Grade: Information related to the Classification and Grade for the Position
Description
Supervisor: Individual with the authority to supervise the position
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Accessing Cal Poly Jobs (PageUp)
1. Open a web browser
2. Navigate to
my.calpoly.edu
3. Enter your username
and password
4. Select Cal Poly Jobs
under My Apps
5. Select Recruit for
Position Interstitial page
6. You will be taken to
your dashboard
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Replacing a Position This process allows a hiring manager to fast track the time to hire process by recruiting for a position
description for a replacement hire. If you choose to edit a replacement position description, the position
will need to go through the classification review process with Human Resources.
1. On the Hiring Manager
Dashboard, select
“Manage position
descriptions” to find
the existing PD.
2. On the Position
Description Search:
A. Type a search term
related to the position
you are replacing
B. Select “Search”
C. Find the matching
position
D. Select “Edit”
3. Review the position to
verify that it is the
correct position that
you intend to replace.
If it matches, continue
with the procedure
below “Update Position
Description.”
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Position Description: Position Information The position information section outlines basic position information pulled from the existing position
description within Page Up. Here you can review the position description information and determine if
the existing position description still matches role you are trying to replace.
1. Scroll to the bottom of
the page to the Users
and Approvals section
and select Update PD
button.
2. A pop up window will
appear. Click “OK” to
restart the approval
process.
Note: Since we are
replacing an existing
position, we will need
to restart the approval
process with HR.
3. Select the internal
team that is equivalent
to your department.
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4. Review Job Code /
Employee
Classification: Select
the blue arrow to
expand the employee
classification
information for your
review.
Note: If you intend to
replace an existing
position, but at a
different classification,
please contact your
recruiter.
5. Review Position
Number and details.
Confirm the correct
incumbent is listed.
Note: If incumbent is
not correct, contact
your recruiter.
6. Review/edit the CSU
Working Title as
necessary.
Note: You can
update/edit the
working title based on
the department needs
and/or to align with
market trends. To
confirm what titles are
allowed for
Staff/Management
roles, please contact
your recruiter.
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7. Review Salary
Range/Grade Range,
and confirm it matches
the Salary
Range/Grade you will
be replacing.
Note: As stated in step
10A, if you intend to
replace an existing
position, but at a
different classification,
please contact your
recruiter.
8. Review Campus,
should be San Luis
Obispo.
9. Review/edit Division as
it applies to your
department.
10. Review/edit
College/Program as it
applies to your
department.
11. Review/edit
Department as it
applies to your
department.
12. Review FLSA Status.
This status is read-
only.
Note: If you are
changing the
Classification and the
FLSA status is
therefore incorrect,
contact your recruiter.
You will not be able to
progress past this
point.
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13. Review/edit Job
Summary as needed.
Note: A job summary
should already exist as
this is a replacement
position. However, if
you would like to
update to include new
details about the
department or changes
to the basic functions
of the position, please
do so here.
14. Minimum Qualifications
and Required
Qualifications will auto-
populate and are read-
only.
15. Review/edit Preferred
Qualifications as
needed.
Note: Preferred
Qualifications should
already exist as this is
a replacement position.
However, if you would
like to update to
include new preferred
qualifications, please
do so here.
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16. Review/edit Special
Conditions as needed.
Note: Special
Conditions should
already exist as this is
a replacement position.
However, if you would
like to update to
include new special
conditions, or delete
any that no longer
apply, please do so
here.
17. Review/edit
License/Certification as
needed.
Note: Licenses/
Certifications should
already exist as this is
a replacement position.
However, if you would
like to update to
include new
requirements, or delete
any that no longer
apply, please do so
here.
18. Review/edit Mandated
Reporter as needed.
Note: This should auto-
populate since this is a
replacement position.
If you have any
questions, contact your
recruiter.
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19. Review NCAA as
applicable. If you feel
this status is incorrect,
please contact your
recruiter.
20. Review/edit Conflict of
Interest as needed.
Note: This should auto-
populate since this is a
replacement position.
If you have any
questions, contact your
recruiter.
21. Review/edit Supervises
Employees as needed.
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Job Duties – Outlines Specific Job Tasks for a Position This section allows a hiring manager to review job duties that will pull from the existing position
description. If the hiring manager would like to make changes, or additions to the job duties, additional
approvals will be required.
1. Review Job Duties.
A. To make changes to
the Job Duties, select
“New” at the bottom of
the Job Duties section.
B. Percentage of time is
not required, since (if
approved) these duties
will be moved to the
“Essential” or
“Marginal” functions
section.
C. Add in the job
duty/duties you’d like
to update the position
description with.
D. Identify if the duty is
an essential or
marginal task.
E. Select Add when done
Note: If you edit job
duties, the position will
require an additional
level of HR review and
may affect the
classification.
2. Selection Criteria
Note: Currently not
required. Contact your
recruiter if interested
in using Selection
Criteria to build
interview questions.
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Posting Details: Build your Position Advertisement This section of the position description is the marketing summary and advertisement posting
information for the role. It utilizes a built-in job summary template.
1. Enter 1 -2 sentence
statement about the
role.
2. Follow instructions in
template by scrolling
down (on the right) to
review/edit advertising
copy. This will be used
to post your position
information in various
job marketing outlets.
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Users and Approvals This section is where you will select the appropriate approval process based on the replacement position
you are hiring for.
1. Hiring Administrator:
Enter the name of the
hiring manager for the
position you are
recruiting for.
2. Approval Process:
A. If no edits were made
to the job duties,
select approval
process: SL – Staff –
Replacement PD – No
Edits
B. If edits were made,
select approval
process: SL – Staff –
Replacement PD -
Edits.
OR
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3. Enter the name of the
appropriate individual
for each role in the
approval process.
A. If no edits were made,
you will only be
required to enter in the
Supervisor’s name.
B. If edits were made,
you will be required to
enter in Supervisor’s
and Human Resources
(your recruiter).
OR
4. HR/Faculty Affairs
Representative:
Review/edit the name
of the HR
representative that
supports your
department.
Note: If you have
made edits, the name
of the HR
representative will
appear twice on this
page.
5. For replacement
positions, you will not
add additional
documents.
6. Click “Submit & Exit” to
begin the approval
workflow.